5-2025040 Const Mgmt-Repaving Program 2026-2028 RFP Document.pdf

Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL # 2025040

CONSTRUCTION MANAGEMENT SERVICES-

REPAVING PROGRAM 2026-2028

WAUKESHA COUNTY CAPITAL PROJECT 201906 &

202413

CONTACT INFORMATION

Buyer Lisa Mesheski E-mail lmesheski@waukeshacounty.gov Phone 262-896-8036 Mailing Address Waukesha County Purchasing Division

515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

RFP released: Thursday, September 18, 2025 Questions Due: Thursday, September 25, 2025 by 12:00 pm CST/CDT Amendment Issued: Monday, September 29, 2025 by 4:30 pm CST/CDT Proposals Due: Thursday, October 9, 2025 by 2:00 pm CST/CDT Notice of Interviews: Wednesday, October 15th, 2025 (If required) Interviews, If required: Tuesday, October 28th, 2025 Finance Committee Approval: Wednesday, November 19th, 2025 Contract executed: Wednesday, December 3rd, 2025

Submission Requirements, Page 2 of 5

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments and any amendments as the sole basis for responding.

2. ACCESS TO COUNTY BUILDINGS

Controlled access screening is mandatory for all vendors seeking access to the Courthouse and Administration Building. Anyone visiting either building is to enter and exit the facilities through the main Courthouse public entrance (Door #2), 515 W. Moreland Blvd. Screening will take place in the lobby of the Courthouse. A corridor near the Courthouse lobby connects both buildings together.

Click on the following link for more detailed information regarding the screening process: Controlled Access Screening | Waukesha County. A map of the Government Center campus identifying public access points and parking areas is also included on the bottom of the page.

Allow sufficient time to get through the screening process if you are attending a meeting.

3. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer in writing. All other questions, clarifications, or exceptions regarding the RFP documents must be raised prior to the submission of the RFP. Please note the due date and time noted on Page 1 for questions. All questions must be submitted to the Buyer via the Opportunity Q&A in Bonfire.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page

1. It is the responsibility of prospective vendors to check the website for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Document in the area provided. Failure to do so may result in rejection of your response.

4. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda or explanations supplied by the vendor with their proposal will be considered as part of the proposal response.

5. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

6. AMENDMENT/WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their response in a “Work in Progress” status. While in such status, vendors can continue to revise their response as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered; past submissions that have been un-submitted will not be considered. Vendors can revise or withdraw their submission as long as the opportunity is still open.

https://www.waukeshacounty.gov/administration/risk-management/controlled-access-screening/ https://waukeshacounty.bonfirehub.com/

Submission Requirements, Page 3 of 5

7. PROPOSAL FORMAT & SUBMISSION

A. Format The Proposal Response document must be submitted electronically via Waukesha County’s Bonfire portal in the Questionnaires tab of the Requested Information section.

In order for the committee to adequately compare proposal responses and evaluate them uniformly and objectively, firms must complete only the RFP Proposal Response Questionnaire in the Bonfire portal.

Uploading an incorrect template will result in errors and will prevent you from completing your submission.

B. Response Submission - SIGNATURE DOCUMENT:

You must submit the RFP Signature Document.

Note: Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Document must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit and Finalize” your proposal, you will be directed to your “Submission Receipt”. This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 2176082

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

8. INTERVIEWS

Interviews may be required of selected finalists at the respondent’s expense. However, an award may be made without discussion with the respondents. Therefore, respondents are cautioned that proposals should be submitted initially with the best and most favorable/complete information/terms, from both a technical and cost standpoint.

If an interview is required, the selected finalists will be notified of the date and time of the interview process in accordance with the schedule on Page 1. Respondents selected must be available on the day(s) noted – no exceptions. Respondents not selected will also be notified, that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews (if conducted), that additional respondents should be interviewed.

9. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

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Experience and Qualifications of Firm and Project Engineer/Team 25% Project Methodology and Approach 25% Project Engineer experience and approach to managing contractor conflict resolution, public communications, and property owner issues.

25%

Cost 25%

10. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

11. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

12. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

13. CONTRACT DOCUMENTS

The successful vendor will be required to execute the contract posted along with this RFP, reference 2025040 Construction Management Services-Repaving Program 2026-2028 Attachment A-Proposed Contract.

This document is not to be executed at this time nor returned with your response; it will only be required of the successful vendor.

14. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30-90 days from the date of opening. RFP Tabulations can be found on Waukesha County’s Bonfire portal.

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RFP Document, Page 1 of 5 RFP 2025040 Construction Management Services-Repaving Program

REQUEST FOR PROPOSAL (RFP) # 2025040

Construction Management Services-Repaving Program 2026-2028

WAUKESHA COUNTY CAPITAL PROJECT 201906 & 202413

Department of Public Works

September 18, 2025

I. Introduction

The Waukesha County Department of Public Works is interested in obtaining the services of an Engineering Consulting firm for the construction management of the above project. The capital project is funded with county funds and State of Wisconsin Local Road Improvement Program funds. The services are to be provided for the 2026, 2027 and 2028 Repaving Program construction seasons. The Annual Repaving Program construction includes work zone traffic control, excavation below subgrade, road base, asphalt base patching, milling, asphalt paving, cold-in-place recycling, public communication, pavement marking, crack sealing, route and sealing, and reshouldering. The annual construction schedule is anticipated to start May 1 and end September 15. The anticipated repaving construction segments are included in Attachment B-Paving List. The repaving construction segments are subject to change, based on yearly bid pricing and pavement deterioration. The planned annual Repaving Program construction contract values are approximately:

• 2026, $5,300,000

• 2027, $5,200,000

• 2028, $7,600,000

A contract using the Wisconsin Department of Transportation's (WDOT) two-party form will be signed by the Consultant and Waukesha County. A copy of the proposed contract, 2025040 Construction Management Services-Repaving Program 2026-2028 Attachment A-Proposed Contract, is made a part of this RFP for information and guidance in the preparation of proposals.

II. Eligibility Requirements

Firms responding must be able to comply with the following:

A. To be considered for the project, the engineering firm must be included on the current Wisconsin Department of Transportation's Roster of Eligible Engineering Consultants. In addition, the description of services offered on the roster must include the services required to complete the proposed project with the exception of work in specialized areas that will be conducted by sub-consultants selected by the successful engineering firm.

B. Sub-consultants must be licensed to practice in the State of Wisconsin and have been in business for a minimum of five (5) years.

C. Be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://www.wdfi.org/) prior to award.

Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following entities shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

Therefore, in order to be eligible for award, Firms meeting the above criteria must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx within ten (10) business days after award but no later than prior to contract execution. Note: For assistance, please contact the State of Wisconsin Department of Financial Institutions directly. Waukesha County cannot provide any advice, legal or otherwise, related to this matter.

http://www.wdfi.org/) https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx

RFP Document, Page 2 of 5 RFP 2025040 Construction Management Services-Repaving Program

III. Scope of Services and Special Provisions

A detailed discussion of the Scope of Services and special provisions for the project are contained in the proposed contract for construction management services in 2025040 Construction Management Services- Repaving Program 2026-2028 Attachment A-Proposed Contract.

A summary of the tasks and services required for this project include:

A. Pre-Construction Coordination:

• Attendance at pre-construction meetings.

• Review of project plans and specifications.

• Coordination with County staff and contractors.

• Verification of contractor’s pre-construction public notification requirements are met in accordance with the contract.

• Coordination with town and municipal public works staff, as necessary for coordination of project interfacing.

B. Construction Inspection:

• On-site inspection and supervision of the annual paving program activities.

• Verification of the contractor's compliance with design specifications and safety standards.

• Verification of contractor's compliance with work zone traffic control requirements.

• Monitoring of the paving process including material quality, thickness, and compaction.

• Conflict resolution.

• Verification and approval of contractor proposed base patching.

• Verification of contractor work schedule, highway segment completion dates, and contractor sequence of construction operations.

C. Documentation and Reporting:

• Maintain detailed daily logs of construction activities recording the following or as detailed in the CMM and CCIG:

o Hours on-site, weather conditions, data relevant to questions of extras or deductions, list of site visitors, daily activities, decisions, conversations, general daily observations, and capturing digital photos of construction progress and log.

o Complete the daily logs and deliver digital document(s) to the Program Manager on a weekly basis, or more frequently as determined by the project team. Handwritten submissions will not be accepted.

• Provide weekly progress reports to the Public Works Department.

• Document any deviations from plans and report corrective actions.

• Notwithstanding the Contractor’s sole responsibility for jobsite safety, immediately report any jobsite accident or incident.

D. Contract Administration:

• Measuring and tabulating contractors pay item quantities.

• Review of contractors provided pay estimates.

• Recommending approval or corrective action for contactor provided pay estimates.

• Ensure compliance with LRIP funded highway segment contract requirements for scope, measurement and itemized pay estimates.

• Recommending highway segment corrective action prior to acceptance.

• Recommending and coordinating Waukesha County DPW Website project scope and schedule updates.

• Providing county approved website information and updates to town and municipal public works staff for use on local websites.

E. Materials Testing, Validation and Documentation:

• No independent materials testing will be required by the consultant.

• Ensure all materials used meet the required standards through observation of contractor testing, documentation of contractor testing, reporting of contractor test reports and documentation.

• Witness and document adequate contractor-performed testing to ensure materials meet county requirements.

RFP Document, Page 3 of 5 RFP 2025040 Construction Management Services-Repaving Program

• Tracking materials quality control and acceptance, following CMM Section 800 and as required in the construction contract.

• Resolving contractor materials issues in the field.

F. Project Closeout:

• Conduct a final inspection and prepare punch list items.

• Verify completion of punch list and compliance with project specifications.

• Assist in the project closeout documentation.

• Provide Waukesha County end of year recommendations for process and construction contract improvements.

IV. Equal Employment Opportunity

The Consultant shall abide by all existing federal, state, and local equal opportunity laws. This project will not have a minority or disadvantaged business requirement.

V. Project Schedule

The Contract is expected to be executed by December 3, 2025. The Consultant shall not commence work until notification by the Program Manager. Anticipated completion dates for various phases of the project are contained in 2025040 Construction Management Services-Repaving Program 2026-2028 Attachment A-Proposed Contract.

VI. Consultant and / or Firm Relationship with Waukesha County

A. Compliance with Federal Immigration Laws and Regulations: Waukesha County supports the Immigration and Nationality Act (INA) that includes provisions addressing employment eligibility, employment verification, and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer complies with the INA and has established appropriate procedures and controls so that no services under this Contract will be performed by a worker who is not legally eligible to perform such services.

B. The Consultant shall abide by all existing Federal, State, and Local equal opportunity laws. This project will not have a minority or disadvantaged business requirement.

C. All sub-consultants must be identified in your proposal response. If sub-consultants are used, Waukesha County will consider the proposing vendor to be the Prime Consultant and to be solely responsible in all contractual matters, including payment of all charges resulting from such sub-consultant arrangements.

The Prime Consultant will be fully responsible for the acts, errors, and omissions of the sub-consultant.

D. The County will not be held responsible for payment of travel to and from the Waukesha County project site, nor will reimburse the Consultant and/or firm for any expenses related to providing staff that reside outside of the Waukesha County area.

E. All deliverables, work papers and other ancillary and/or other products of the Contract, including but not limited to all procedures, reports, records, summaries, and other matter and materials prepared or developed by the Consultant in performance of the Contract, shall be the sole, absolute and exclusive property of Waukesha County, free from any claim or retention of rights, thereto on the part of the Consultant, its agents, Sub-Consultants, officers, or employees.

F. The County shall be entitled to request the removal of individuals working on any project for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction: (i) unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact; (ii) dishonesty or belligerent conduct; (iii) lack of compatibility with County staff; or (iv) violation of County rules or policies. Upon such written request, the County and Consultant shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving categories (ii) or (iv) in the preceding sentence. In the event Consultant does not cure the problem within (7) days from the date of notice, Consultant shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and provided then only if services rendered meet the minimum requirements of the County.

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G. The Consultant shall establish and maintain procedures and controls for assuring that no information in its records, obtained from Waukesha County, or from others in carrying out its functions under the Contract shall be used or disclosed by it. Waukesha County reserves the right to review such procedures to ensure acceptability to Waukesha County. If information and/or records are requested of the successful Consultant(s) by anyone other than Waukesha County personnel, Waukesha County shall be notified immediately. Waukesha County will address all requests.

VII. Interview

The evaluation may include an interview with the evaluation committee of selected finalists at the engineering firm's expense. However, an award may be made without discussion with proposers.

If interviews are required, the selected finalists will be notified of the date and time of the interview. The interview will be 45 minutes in length and consist of the following parts:

(a) Set up time 5 minutes

(b) Consultant Presentation 25 minutes

(c) Questions and Answers 15 minutes

VIII. Insurance Requirements

The proposers are directed to pay special attention to the insurance requirements of Waukesha County, which are a part of the proposed contract document. A Certificate of Insurance shall be submitted with the signed contract. In no event is work to commence until or unless the Certificate of Insurance has been received and approved.

IX. Caveat

The County reserves the right, at its sole discretion, to reject any or all responses, issue addenda, request clarification, waive technicalities, alter the nature and/or scope of the proposed project, request re-submittals, and/or discontinue this process.

The County shall not be responsible for oral interpretations given by any County employee, representatives, or others. All proposals should use this written document and its attachments as the sole basis for proposal. If an amendment is issued, it will be posted to the Waukesha County Purchasing website:

https://purchasing.waukeshacounty.gov in accordance with the schedule on Page 1.

The issuance of a written amendment is the only official method whereby interpretation, clarification, or additional information can be given. Respondents are responsible for checking this website for any future amendments, etc.

prior to the opening date. Respondents who do not acknowledge the amendments in their response may have their proposals rejected. If you are unable to access the Internet, contact the buyer listed for a hard copy.

Proposals will be opened and the name of the respondents read at the time indicated. Details of each proposal, including proposed fees, shall not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed. All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

Note: This is a request for proposal, not a bid; therefore, Waukesha County is not bound to accept the lowest cost for professional services.

X. Compliance with Federal Immigration Laws and Regulations Waukesha County supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer is in compliance with the INA and has established appropriate procedures and controls so that no services under this contract will be performed by a worker who is not legally eligible to perform such services.

A detailed discussion of the scope of services and special provisions for the project are contained in the proposed contract, 2025040 Construction Management Services-Repaving Program 2026-2028 Attachment A-Proposed Contract.

https://purchasing.waukeshacounty.gov/

RFP Document, Page 5 of 5 RFP 2025040 Construction Management Services-Repaving Program

XI. Contract Term, Pricing, and Payment

A. Term:

The contract term will begin upon contract execution (approximately12/3/2025) through completion of services.

B. Pricing:

The cost proposal should include a lump sum "not-to-exceed” cost for Repaving Program Construction Management for Years 2026, 2027, and 2028, inclusive of items which are normally referred to as reimbursable expenses, i.e., travel, meals, lodging, and overtime work requiring a higher than regular rate for which no additional compensation will be due. The total of the three (3) years will be the cost to be used in determining point scores for cost evaluation purposes.

NOTE: This is a RFP and not a bid; therefore, the County is not bound to accept the lowest cost for professional services. Instead, proposers are scored based on their technical proposal response and their cost proposal with award going to the highest rated proposer.

C. Payment:

The Consultant shall submit invoices for payment not more than once per month during the progress of the services for partial payment on account for the authorized work completed to date. Progress reports must be submitted with each invoice. The final invoice must be submitted to the County within three (3) months of completion of services. Reference 2025040 Construction Management Services-Repaving Program 2026-2028 Attachment A-Proposed Contract for further details on invoicing, payment, and required reports.

XII. Information Provided by the County

Please see the following Attachment B documents:

1. 2026-2028 Repaving Program Locations

2. 2025 Crack Fill Locations (Example)

Please see the following Attachment C document:

1. Waukesha County Standards of Service Excellence (SOSE)

END OF DOCUMENT

SCHEDULE OF EVENTS